How Important Is Email Archiving Open Source Solutions For Businesses?
In this age of digital era, email forms a critical piece in the marketing puzzle. Large brands handle thousands of incoming/outgoing emails every day. Hence, it becomes crucial for brands to keep track of their emails. But not businesses give much value for archiving their emails unless they face a situation when their email server goes down and lose all their valuable data.
In this article, we’ll cover details about the essential reasons as to why you need email archiving open source solutions and email archiving solutions comparison.
Top 4 Reasons You Need Email Archiving Open-Source Solutions
Storage Management
No one can deny the fact that one of the primary reasons that businesses go for email archiving is to lessen the burden on their email servers. The more load on any server will reduce its performance to some extent. Similarly, email servers belonging to large businesses are susceptible to store massive amounts of information.
Let’s assume for an organization with 1000 employees allots 1GB of email space for every employee in its server. So, it amounts to 1TB of data in the server, which would decrease the performance of the server to a considerable extent.
It is where email archiving plays a vital role as it not only reduces the load on the server but also allows for easy and quick access to their emails. Once you archive your emails, it will enable you to save a lot of money spent on storage and acts as a backup for your emails.
Additionally, the user inbox sizes are considerably reduced when older emails are archived, making it quicker for them to access emails. They can also access their archived email messages through an easy to use web interface.
Statutory Compliance
Every business, brand or industry need to comply with specific standards and regulations. Especially for organizations related to finance and legal, it is a must to remain in compliance with the guidelines all the time.
There is even a statutory audit done every 3-6 months to make sure that there are no discrepancies. To comply with statutory regulations, organizations must archive their email communication with the best exchange archiving solutions.
Litigation Support
For businesses involved with legal and financial services, email archiving open source solutions can prove to be very useful. An email archive allows them to access any document related to any legal proceeding in a quick time. Since email archiving not only stores a backup of the emails, it also stores the indexes and email subject and content in a database allowing for a quicker search.
Litigation discovery is critical for the legal sector as it allows them to find data related to any legal case that happened a few years before. Without email archiving, it would take a lot of time and effort to retrieve the related email and data related to any legal proceeding.
Increased Productivity
The faster the data can be accessed, the quicker the work done. The faster the job gets done, the larger the productivity. Many think that email archival is the same as that of email backup. But it is not the case where email backup is just a copy of the data set that is in use, whereas archival is the original data that is removed from the server. Hence, email archiving open-source and email backup are different, but email archival can also act as email backup in case need arises.
Instances where users unknowingly delete emails or other content, it takes a lot of time and effort for the IT support team to retrieve the emails. Whereas with email archival solutions, there is no need for the support of the IT team to retrieve old and archived emails, as users have direct access to the archive and can retrieve any email instantly.
Difference Between On-Premise Email Archival Solutions And Email Archiving Cloud Solutions
- With an on-premise email archival, emails are captured in an indexed database, whereas, with cloud archival, emails are stored inside a secure cloud environment.
- On-premise email archival solutions provide limited storage space, whereas, with cloud solutions, the storage is unlimited.
- When you opt for on-premise personal email archive software solutions, one needs to invest both in hardware as well as software. Even though it is a one-time investment, the costs could run higher. But when you choose email archiving cloud solutions, businesses only need to pay for the subscription and never worry about hardware, software, maintenance, security, etc. With cloud archival, capital investment costs with hardware and software are eliminated.
- Another significant difference with on-premise exchange archiving solutions and cloud archival is you need to provide a separate team for management and maintenance of on-premise hardware and software. But it is not the case with cloud-based archiving.
Final Words
With that, we come to provide our final thoughts on email archiving open source solutions. No matter whatever sector your business belongs, it is imperative for any organization to invest in personal email archive software or email archiving cloud solutions. Hope our detailed guide on the reasons why you need email archival solutions and email archiving solutions comparison.
Join the thousands of organizations that use DuoCircle
Find out how affordable it is for your organization today and be pleasantly surprised.